Introduction to DSpace

1. Introduction to DSpace September 4, 2014 | Uh clear lake Kristi park, texas digital library Laura mcelfresh, texasa&mgalveston

2. Topics • Introduction: About DSpace and the Texas Digital Library • DSpace Basics • Ingesting Content • Workflows and Roles • Metadata • Other things that are good to know

3. Introduction DSpace and the TDL

4. The Texas Digital Library is aconsortium of libraries that works together to support greater access to the riches of Texas academic institutions.

5. Infrastructure Community

6. DSpace • Open source software for digital repositories • Started in 2002 from developers at MIT and HP Labs • Active development community • Over 1000 organizations use DSpace • Primarily research/higher education The TDL is a Platinum Member of DuraSpace, the sponsoring organization of DSpace.

7. DSpace Basics Communities and collections, logging in, navigating the admin interface

8. Features • Full-text searchable (any text-based file) • Discovery: search/browse in the DSpace interface, handles (Faceted browse) • Can handle any type of file (file=bitstream); best known for text-based files • Optimized for indexing in Google and Google Scholar • Persistent URLs (Handle system)

9. Examples of DSpace • http://repositories.lib.utexas.edu • http://repository.tamu.edu/ • http://repositories.tdl.org/ttu • http://repositories.tdl.org/utmb • https://repositories.tdl.org/uh-ir/ • http://repositories.tdl.org/tamug/

10. Repository Structure: Communities and Collections • Community– highest level of DSpace hierarchy; can contain sub-communities and/or collections Sub-Community (optional) – if used, contain collections or additional nested sub-communities Collection – Contain items Item – Contain bitstreams (i.e. files), metadata, and license

11. Repository structure: Example #1

12. Repository structure: Example #2

13. Example from UT Digital Repository Community Sub-Community Collection Collections Items Items

14. Community Structure inTAMUG Repository Community Sub-Community Collections Above: Communities and Collections in the Texas A&M at Galveston Repository

15. Logging into DSpace The TDL uses “Shibboleth” to manage authentication with our services. Shibboleth lets you log in using your university credentials. • Training DSpace installation: https://dspace41-demo.tdl.org/demo-ir/ • There’s no Shibboleth on the training box. Log in using provided student login credentials: tdl.studentX@gmail.com where X is the number on the yellow sticky note (password: tdlstudent)

16. Context Clues Available actions change as you navigate through the interface. On the DSpace homepage On an item page On a Collection page

17. How To: • Go to https://dspace41-demo.tdl.org/demo-ir/(Make sure you are logged in to DSpace.) • Navigate to the “UHCL Training Community” • Click on Create Sub-community • Give your Sub-community a name, provide introductory text, and click on Create. • Click on the Assign Roles tab • Click on Create to assign Administrators • Add kristipark@yahoo.com as an Administrator. Note: Addition of the administrative user automatically creates a “Group” called “COMMUNITY_X_ADMIN.” Create a Sub-community. Assign an Administrator to your Sub-community.

18. How To: • Navigate to the Sub-Community you just created. • Click on Create Collection. • Give your collection a name, provide some introductory text, and click on Create. • On “Assign Roles” tab, click Create next to Administrators. • Add [username} as an Administrator for the Collection. Note: Initially, when you add a user as Administrator, the user will appear as “Pending” until you click SAVE. Create a new Collection within your Sub-Community. Assign an Administrator to your Collection.

19. How To : • Return to DSpace Home • Navigate to the Collection you just created. • Under Context, click on Edit Collection. • Edit any metadata for the collection and upload an image under “Upload new logo.” • Click Save updates. Edit an existing Collection.

20. Case Study: SEAS Community • Sargassum Early Awareness System Community in the Texas A&M at Galveston Repository

21. Ingesting Content Submission workflow

22. Ingest Process Web Submit UI External SIP In Progress Submission Archived Item Item Installer Batch Item Importer Workflow (optional)

23. Starting a new submission Users with “submit” privileges will see a “Submissions” link under My Account. Click “Start a New Submission” to begin.

24. Submission Steps • If Collection has no workflow steps, and you did not replace any restrictions on access, the item will be immediately available in DSpace

25. Practice • Click “Submissions” • Click “start another submission.” • Select a collection and click Next. • Proceed through the workflow. Upload one or multiple files from desktop folder. Submit an Item to your Collection.

26. Editing Items • Moving items to a different collection • Making an item private • Replacing or modifying bitstreams • Reordering bitstreams • Editing item metadata

27. Reorder bitstreams In items with multiple files (i.e. bitstreams), an administrator can reorder the files after submission. • Complete submission of item. • Navigate to collection and item just submitted. • “Edit this item.” => Item Bitstreams tab • Use arrows on right side to reorder the files

28. Editing Item Metadata • Navigate to the Item • Click “Edit this item” under “Context.” • Go to “Item Metadata” tab. • Edit existing metadata, or add new fields.

29. Roles and Workflows e-people, groups, Authorization

30. Roles within DSpace • Repository Administrator More privileges Fewer privileges Community Administrator Collection Administrator Reader Reviewer OR Submitter

31. E-People and Groups E-People and Groups are the way DSpace identifies users for the purpose of granting privileges. E-Person = User Account • An E-Person can be granted certain privileges within DSpace. • In TDL-hosted systems, an E-Person is created when a user logs in for the first time. Groups = a list of E-People • Groups can be granted permissions. • Anyone listed in the group gets the permissions granted to the group. • Two default groups in DSpace: Administrator and Anonymous

32. Roles and Groups • Repository Administrator More privileges Fewer privileges Community Administrator Collection Administrator Reader Reviewer OR Submitter Anonymous (by default) COLLECTION_X_SUBMIT COLLECTION_X_WORKFLOW_STEP_1 COLLECTION_X_ADMIN Administrator COMMUNITY_X_ADMIN COLLECTION_X_WORKFLOW_STEP_2 COLLECTION_X_WORKFLOW_STEP_3

33. Managing GroupsMethod #1 • Edit Collection => Assign Roles • Create a group of Collection Administrators • Create a group of Submitters • Create a specified Group who can access materials (default is “anonymous”) • Create Workflow Steps (more on this later) To create a Group: Click “Create” (or “Restrict”), search for and add E-People to the group, click SAVE.

34. Managing Groups (Method #2) • Access Control => Groups To create a Group: Click “Click here to add a new Group,” give new Group a name, search for and add E-People to the group, click SAVE. Note: No privileges are attached to any groups created through this method. But groups created here are available to be authorized in other parts of the interface.

35. Workflows Without a Workflow in place, items submitted to a Collection in DSpace will automatically be archived and published. Workflows allow for one, or multiple, steps for reviewing submissions and editing metadata prior to publication. • A Workflow can have 1, 2, or 3 steps. • Each step will have an E-Person Group attached.

36. Available Workflow Steps • Step 2 • Step 1 • Step 3 • Can accept or reject submission • Edit metadata; accept or reject submission • Edit metadata and publish; cannot reject Notes: A collection might have one or all of these steps. It could have any one of these steps but not the other two.

37. A Workflow with all three steps

38. Creating a Collection Workflow • Edit Collection => Assign Roles • Create a Group for the Workflow step(s) you want. • A Step without a Group does not exist.

39. Working within a Workflow • Submitter submits item to a Collection with “Step 2” in place. Submitter gets this message: • An email is sent to every E-Person in the Workflow/Reviewer Group. • Reviewer Group also sees this on their Submissions page:

40. Workflow, cont. • Review takes the task and reviews submitted item. • Reviewer can edit the item’s metadata, approve or reject the item, or return the item to the pool for another Reviewer to pick up.

41. Authorization Policies VERY specific permissions can be created for e-persons and groups by creating authorization policies at the Collection, Item, or Bitstream Level.

42. Collection-Level Authorization Policies

43. Other Authorization Policies

44. Metadata

45. Refresher: Editing Item Metadata • Navigate to the Item • Click “Edit this item” under “Context.” • Go to “Item Metadata” tab. • Edit existing metadata, or add new fields.

46. DSpace and Dublin Core • Dublin Core is at the heart of DSpace • 2 mandatory elements when submitting thru UI: • Title (dc.title) and • Date of Publication (dc.date.issued) • 7 automatic elements created by the software without any need for contributor input. • 3 date elements • 2 format elements • Identifier • Provenance.

47. Creating Metadata Templates • When you should use metadata templates: • Use metadata templates when you have one or more metadata elements whose value is the same across the whole collection • What you should know about metadata templates: • The value you enter in the template will automatically be applied to each work submitted to that collection. • If you create a metadata template for a collection that already has items in it, the template value will only be applied to future submissions. Go to: Collection => Edit Collection => Edit Metadata => Item Template

48. How To: • Navigate to the desired Collection. • Click Edit Collection • On the “Edit Metadata” tab, scroll down to the bottom of the page and click the Create button next to Item template • Click the Work Metadata tab • Select the metadata element in the pulldown menu • Enter the value for this metadata element in the provided field. • Click the Add new metadatabutton. Create a Metadata Template

49. Adding Items to Metadata Registry • The metadata registry maintains a list of all metadata fields available in the repository. • These fields may be divided amongst multiple schemas. However, DSpace requires the qualified Dublin Core schema. • You may extend the Dublin Core schema with additional fields or add new schemas to the registry.

50. New metadata schema Add the web address of the new schema Add a prefix to be used for each term.